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February 2016 Page 1
Children’s Medical Services Managed Care Plan
Title XIX, Title XXI and Safety Net Utilization Management Provider Handbook
Thank you for participating as a Children’s Medical Services (CMS) provider. This Utilization
Management Provider Handbook is a guide to the policies and procedures for the Service
Authorization Utilization Management Process. These requirements are for all Title XXI and Title
XIX enrollees.
As a reminder ALL services for the Safety Net enrollee population must be prior authorized and are
limited health services. Authorization for services for the Safety Net program is the responsibility
of the local CMS Area Office utilization management staff. The available health services are limited
to Specialty Physician services, pharmacy, diagnostics for the selected primary and secondary
qualifying conditions, and dental services for those clients who have selected cleft lip/ cleft palate
diagnosis.
For Title XIX enrollees in Children’s Medical Services Managed Care Plan, the Florida Medicaid
Handbooks, prior authorization rules and fee schedules apply and can be located on the following website:
http://portal.flmmis.com/FLPublic/Provider_ProviderSupport/Provider_ProviderSupport_ProviderHandbook
s/tabId/42/Default.aspx/
Prior authorization is a condition of reimbursement for identified services included in this handbook.
Payment is contingent upon receipt of prior authorization for identified services and members must be
eligible on the date service is provided. Prior authorization is not a guarantee of payment. Prior
authorization for these services may be requested by the member’s primary care provider, a treating
specialist, or a treating facility.
The Early Steps program authorizes services through the Individualized Family Support Plan (IFSP)
process. Services for this program are excluded from this handbook. Please contact your local Early
Steps provider with any questions.
A copy of this handbook can be found at http://www.floridahealth.gov/programs-and-services/childrens-
health/cms-plan/index.html Please refer to this site regularly to ensure you are accessing the most
updated copy of this document.
CMS has partnered with Ped-I-Care and South Florida Community Care Network (SFCCN) to authorize
the services described in this handbook when provided to CMS enrollees. These partners will make the
determination to provide a service based on review of submitted information and a determination of
medical necessity. Ped-I-Care and SFCCN each support CMS in different areas of the state. Please see
the child’s member ID card if you would like to know which entity will review your requests.
Providers may also call 1-800-664-0146 or email [email protected] with any questions
or concerns regarding claims payment of authorized services.
CMS requests that all Specialty Providers communicate their clinical findings to the referring
provider by providing documentation of visits and consultations.
February 2016 Page 2
Table of Contents
Section 1.0. Coverage & Services Limitation & Services Requiring Prior Authorization 3
1.0.1. Coverage and Services Limitations for CMS 3 1.0.2. Services Requiring Authorization 3 1.0.3. Exceptional Service Requests 5 1.0.4. Authorization for Services to Children Enrolled in CMS Safety Net Program 5
Section 2.0. Process for Requesting Prior Authorization 7
2.0.1. Submitting Prior Authorization Requests 7 2.0.2. Response Time for Prior Authorization Requests 7 2.0.3. Appeal Process for Denied, Reduced, Suspended, or Termination of Services 8 2.0.4. Appeal Process for Failure to Approve, Furnish, or Provide Payment for Health Services 9
Section 3.0. Summary for Selected Services for Authorization, and Notification 10
Authorization
3.0.1. Applied Behavior Analysis 10
3.0.2. By Report Procedures 10
3.0.3. Durable Medical Equipment 10
3.0.4. Elective Surgical Procedures - Hospitalizations 11
3.0.5. Home Health Services 11
3.0.6. Hospice/Palliative Care Services 12
3.0.7. Inpatient Hospitalization -including mental health and skilled nursing facilities 12
3.0.8. Out of Network and Out of State Providers 13
3.0.9. Private Duty Nursing 13
3.0.10. Therapy Services (PT, OT, Speech and Respiratory) 13
3.0.11. Therapeutic Foster Care, Therapeutic Group Care and Crisis Intervention 14
Notification
3.0.11. Emergency Services 14
3.0.12. Admissions through the Emergency Room – Hospitalizations 15
Section 4.0. Appendices
4.0.1. Appendix I Special Exemption Form for Medically Necessary Services Outside Benefit 16
4.0.2. Appendix II Partners in Care: Together for Kids Form Request for Services 18
4.0.3. Appendix III ICS Coverage Service Area 23
4.04. Appendix IV Authorization for Specialized Therapeutic Foster Care 24
4.05. Appendix V Authorization for Therapeutic Group Care Services 25
4.06 Appendix VI Authorization for Crisis Intervention 26
February 2016 Page 3
Section 1.0 Coverage and Services Limitations and Services Requiring Prior Authorization
1.0.1. Coverage and Services Limitations for CMS
Children’s Medical Services will follow the Medicaid Coverage and Service Limitations and authorization requirements established by the Florida Medicaid program.
For a list of these limitation guidelines, refer to the appropriate Medicaid Coverage and Limitation Provider Handbooks found at the following web site: http://portal.flmmis.com/FLPublic/Provider_ProviderSupport/Provider_ProviderSupport_Provid
erHandbooks/tabId/42/Default.aspx
1.0.2. Services Requiring Prior Authorizations
Children’s Medical Services will follow Florida Medicaid policy related to procedures with utilization limitations and services requiring prior authorization.
For a list of the services requiring prior authorization please refer to the appropriate Florida Medicaid Coverage and Limitations Provider Handbook, and the Florida Medicaid Provider Fee Schedules found at the following link; http://portal.flmmis.com/FLPublic/Provider_ProviderSupport/Provider_ProviderSupport_FeeSc
hedules/tabId/44/Default.aspx
Procedures requiring prior authorization are listed in the fee schedule and are indicated by a “PA” or “BR” located in the “Spec” column for the associated procedure code.
Requests for prior authorization must be submitted to the appropriate Integrated Care System (ICS) serving your area.
If unsure whether a specific procedure/service/facility requires an authorization, contact the utilization management department listed on the child’s member ID card.
For the services prior authorized, an authorization number will be assigned for the requested service and must be on the claim for payment.
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Services Requiring Authorization for CMS Title XXI and Title XIX
Call or fax the CMS UM Department assigned to the member or enter your request via the Provider Portal
https://cms.einfosource.med3000.com
Ped-I-Care Phone 800-492-9634 Fax (866) 256-2015
SFCCN Phone T21: 1-866-202-1132, Fax (954)7675491 or T19 MMA: 1-866-209-5022, Fax
(954) 767-5649
Prior Authorization – supporting clinical documentation is required Prior authorization requests require the
submission of supporting clinical documentation for medical review. Failure to provide clinical information can
result in a delay or denial of the request.
Applied Behavioral Analysis (therapy) Services will be authorized by the local Area Medicaid Offices for TXIX.
ICS's will authorize services for TXXI
By Report items per the Medicaid Fee Schedule
Durable Medical Equipment For services that have a PA indicator per the Medicaid Fee Schedule
Elective Surgical Procedures (including cosmetic and Plastic/Reconstructive procedures per Medicaid Physician
Fee Schedule)
Experimental / Investigational Treatment (See Definition Below) Those newly developed procedures undergoing
systematic investigation to establish their role in treatment or procedures that are not yet scientifically
established to provide beneficial results for the condition for which they are being used.
Hearing Services / Hearing Aids / Augmentative or Alternative Communicative Systems For services that have a
PA indicator per the Medicaid Fee Schedule
Home Health Care services (including Home Health Aids, Nursing Visits, Respite Care {skilled and non-skilled}
and Infusion Services)
Inpatient Admissions (including Mental Health and Skilled Nursing Facilities) In and Out of Network
Mental Health Day Treatment Programs
PET scans
MRIs, CTs No PA required if diagnosis code is listed in Appendix D of the Practitioner Services Coverage and
Limitations Handbook. For diagnoses not listed, PA is required.
Nutritional Supplements / Enteral & Parenteral Nutrition (Includes Enteral Feedings) For services that have a PA
indicator per the Medicaid Fee Schedule
Orthotics and Prosthetics For services that have a PA indicator per the Medicaid Fee Schedule
Orthodontia For services that have a PA indicator per the Medicaid Fee Schedule
February 2016 Page 5
Out of network / Out of State Services
PPEC (Signed Plan of Care Needed) Services will be authorized by eQHealth for TXIX. ICS's will authorize services
for TXXI.
Private Duty Nursing
Request that Exceeds Medicaid Limits
Therapy Services (PT, OT, Speech and Respiratory) (Signed Plan of Care Needed) This requirement includes
Therapy Services for Dually Enrolled Children in Early Steps
Transplants and Related Care Professional services rendered in the office for participating providers would not
require prior authorization
Therapeutic Foster Care, Therapeutic Group Care and Crisis Intervention
Vision Services (Contact Lenses Specialty (non-standard) Glasses) For services that have a PA indicator per the
Medicaid Fee Schedule
Notification Required – service does not require prior authorization just notification that that service was
rendered for coordination of care purposes only
Emergency Room Visit - Notification Only Observation Stays – Notification Only
1.0.3. Exceptional Service Requests
Authorization is required when the requested service meets any of the following conditions
o is not a covered benefit, o exceeds Medicaid covered allowable limits, or o is to be provided by an Out of Network provider.
CMS may pay for services that are not a covered benefit or are beyond the Medicaid allowable limits, based on determination of medical necessity. Providers must submit detailed medical documentation supporting the need and benefit of these services. Please use the form in Appendix I to submit these special exception requests.
CMS does not pay for experimental/ investigational procedures.
If approved, an authorization number will be assigned for the requested service and must be on the claim for payment.
1.0.4. Authorization for Services to Children Enrolled in CMS Safety Net Program
Children enrolled in CMS Safety Net are only eligible for a limited selection of services.
February 2016 Page 6
Every service must be prior authorized for children enrolled in CMS Safety Net program.
Each child can be authorized to receive care for a primary and secondary qualifying condition. If a child has more than two qualifying conditions, the family determines which conditions will be covered under CMS Safety Net program.
Eligible services include o specialty physician services to treat the qualifying conditions, o diagnostic services needed to treat the qualifying conditions, o pharmacy services needed to treat the qualifying conditions, and o dental services only for children with a cleft lip/cleft palate diagnosis.
Primary care, durable medical equipment, emergency room, and inpatient hospital care are not covered services for this program.
Each family must meet a sliding-fee participation requirement before CMS can be authorized to pay for any service.
If you are unsure if a service can be provided under this program, please contact your local CMS office.
Authorizations for services for the Safety Net program are the responsibility of the local CMS Area Office utilization management staff.
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February 2016 Page 7
Section 2.0. Process for Requesting Prior Authorization
2.0.1. Submitting Prior Authorization Requests
You may submit prior authorization requests through the CMS-KIDS Web portal at: https://cms.einfosource.med3000.com or by contacting the UM department listed on the child’s member ID card. Clinical documentation supporting the request cannot be submitted through einfosource. Clinical documentation must be faxed to the appropriate ICS.
For services that are special exceptions (outside the Medicaid benefit package or over Medicaid coverage limits), please use the special exception form in Appendix I.
o The local CMS area office may only submit prior authorization requests on behalf of providers who provide clinic services or who otherwise do not have a stand-alone office and support staff.
For children enrolled in CMS Safety Net Program, if submitting the authorization by fax, please contact the intended recipient at the local CMS Area Office of the request prior to faxing to ensure availability of staff to receive the information.
Each request must include a signed physician order and supporting documentation. The physician order must specify the units of service, hours per day, or time period for which authorization is being requested. Requests for services that lack sufficient information or documentation to make a determination may be denied if the requested information is not supplied within seven (7) business days.
A new request must be submitted for any continuation of services beyond the initial authorized time period. These requests may be submitted up to 60 days prior to the expiration of the current authorization.
If an expedited request is needed after normal business hours, the provider should process the request following the urgent and expedited processes outlined in section 2.0.2. below.
CMS will not be responsible for payment of services requiring authorization that have not been prior approved or a service rendered outside the authorization date span.
An authorization number will be assigned for the requested service and required on the claim for payment.
2.0.2. Response Time for Prior Authorization Requests TITLE XIX
Routine Request or Non-Urgent Request The ICS will process ninety-five percent (95%) of all routine or non-urgent authorizations within
fourteen (14) calendar days. The ICS’s average turnaround time for routine requests shall not
exceed seven (7) days. The timeframe for authorization decisions can be extended up to
February 2016 Page 8
seven (7) additional calendar days if the enrollee or provider requests an extension or the ICS
justifies the need for additional information and how the extension is in the enrollee’s interest.
Urgent Request or Expedited Requests The ICS will process ninety-five percent (95%) of all urgent requests within three (3) business days. The ICS’s average turnaround time for urgent or expedited requests will not exceed (2)
business days. The ICS may extend the timeframe for urgent or expedited requests up to two
(2) additional business days if the enrollee or the provider requests an extension or if the ICS
justifies the need for additional information and how the extension is in the enrollee’s interest.
TITLE XXI
Routine Request or Non-Urgent Request A determination will be made for all non-urgent requests for authorization within fourteen (14)
calendar days of obtaining all necessary information. This timeframe can be extended up to
fourteen (14) additional calendar days if the member or the provider requests an extension, or
if the ICS needs additional information to make a decision and it determines that an extension
is in the member’s interest. Providers will be notified of approval or denial within one (1)
calendar day of making the decision.
Urgent Request or Expedited Requests A determination will be made for all urgent care requests within seventy-two (72) hours. Upon
determination, the requesting provider will be notified by telephone immediately with a letter to
follow.
2.0.3. Appeal Process for Denied, Reduced, Suspended, or Termination of Services
When an authorization request is denied, the enrollee or provider has the right to appeal the decision. There is not an appeals process for non-covered services for Safety Net enrollees.
An appeal may be filed orally or in writing within thirty (30) calendar days of the date of the notice of action and, except when an expedited resolution is required, must be followed with a written notice within ten (10) calendar days of any oral filing. The initial date of receipt of either an oral or written appeal shall constitute the date of receipt.
The following information will be required for each appeal
o enrollee’s full name and date of birth, o enrollee’s individual identification number, o complainant’s name, if not the enrollee, o name of provider who ordered the health service, o name of provider requesting the appeal, if applicable, o type of action in dispute (e.g., delay, denial, reduction, suspension or termination) o duration and frequency of the disputed health service, if applicable, o medical necessity of the health service to include additional documentation as needed
to support the request,
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o if the provider is out of network, documentation to substantiate that the health service cannot be performed by a CMS provider,
o a copy of the original notice of action in dispute, and o if a continuation of disputed health services is being requested.
2.0.4. Appeal Process for Failure to Approve, Furnish, or Provide Payment for Health Services
An explanation of all claims submitted from providers will be documented on the Explanation of Benefits (EOB) sent to the provider. Each claim submitted is noted as paid or will include an explanation of the reason for non-payment.
If the provider believes there has been an error in the payment denial or has any questions about the interpretation of or disagrees with the adjudication, they should first attempt to resolve the issue through the fiscal agent’s customer service at 1-800-664-0146 or by email [email protected]
If unsuccessful with this first level appeal, the provider should contact Ped-I-Care or SFCCN as identified on the member ID card.
Please see the member’s ID card for assistance or request information on submission of a written formal appeal.
If a provider submits an appeal, Ped-I-Care or SFCCN will provide a written response within 45 days of receipt of the appeal.
Examples of reasons for payment denial for actively enrolled members include but are not limited to:
o no prior authorization where one was required, o incorrect enrollee information, o use of Out of Network provider without prior authorization, o incomplete claims information, or o insurance paid the maximum allowable for the service or the benefit limits have been
met o member not eligible on the date of service
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February 2016 Page 10
Section 3.0. Summary for Selected Services for Referral, Authorization, and Notification
Authorization
3.0.1. Applied Behavior Analysis
Prior authorization is required for Applied Behavior Analysis services necessary for the treatment of autism spectrum disorders.
o For Title XXI enrollees request for ABA services are submitted to the appropriate ICS.
o For Title XIX enrollees requests for ABA services are submitted to the local Area Medicaid Office.
o ABA services are not included in the Safety Net limited services package.
Treating providers must meet Medicaid qualifications and may submit a prior authorization request for medically necessary services for a child diagnosed with any of the following ICD-10 diagnosis codes: F84.0, F84.3, F84.5, F84.8, or F84.9
For Title XXI enrollees contact the utilization management department listed on the child’s member ID card for provider requirements and covered services.
Or refer to the Medicaid Coverage and Prior Authorization of ABA for Children under 21 with Autism Provider Alert at this location: http://ahca.myflorida.com/Medicaid/childhealthservices/chc-up/index.shtml
3.0.2. By Report Special Procedures
By report procedures require documentation of medical necessity for the procedure performed or information is needed in order to review and price the procedure correctly. This requires a written report to be submitted with the claim.
Please see the most current version of the Medicaid Practitioner Services Coverage and Limitations Handbook, Section 3 for more detailed information. http://portal.flmmis.com/FLPublic/Portals/0/StaticContent/Public/HANDBOOKS/CL_12_12-12-01_Practitioner_Services_Handbook.pdf
3.0.3. Durable Medical Equipment
Prior authorization for certain services is required and must include a signed written order by the treating physician/PA/ARNP or treating podiatrist. See Medicaid DME and Medical Supply Services Coverage and Limitation Handbook. http://portal.flmmis.com/FLPublic/Portals/0/StaticContent/Public/HANDBOOKS/CL_10_100601
_DME_ver1_0.pdf
For children receiving on-going DME who require renewals, the ordering physician or primary care provider must evaluate the member face-to-face at a minimum of every six (6) months.
February 2016 Page 11
Services will not be reauthorized without documentation of a physician face-to-face evaluation.
3.0.4. Elective Surgical Procedures - Hospitalization
Prior authorization is required for all elective hospitalizations.
Elective procedures performed in the outpatient setting must follow the prior authorization requirements established for the procedure being performed.
Any post-discharge services requiring authorization must be communicated through the normal authorization process described above.
CMS Safety Net program is a limited service package and does not cover inpatient hospital care services.
3.0.5. Home Health Services
A request for home health services is generally made in two phases, the initial assessment and the treatment plan.
o The primary care or specialty physician will submit a prior authorization request for the initial assessment.
o If approved, the home health agency will conduct the assessment and develop a proposed treatment plan.
o Once the treatment plan is approved and signed by the requesting provider, the plan must be submitted for authorization of services.
Initial requests for home health care will be authorized for no more than 60-day duration to allow for any reevaluation.
For enrollees funded by Title XIX and Title XXI, requests are submitted to the appropriate ICS
For enrollees funded by Title XIX, eQHealth Solutions will partner with CMS to provide care coordination. Recommended home health care services requests are submitted to the appropriate ICS for authorization.
Continuing private duty home health care services will be authorized for no more than six (6) month duration and will require a medical consultation by the ordering or attending physician.
During the approval period, if there is a change in the member’s status or a change in hours necessary to care for the member, a new request for authorization must be submitted along with documentation of the changes in the member’s condition that necessitates the requested change.
February 2016 Page 12
3.0.6. Hospice/Palliative Care Services
Hospice
Although Hospice services do not require prior authorization the primary care provider is required to complete necessary hospice referral documentation to verify client meets the requirements for hospice care and meets the standard definition for hospice eligibility.
Partners In Care: Together for Kids (PIC:TFK) / Florida’s Program for All-Inclusive Care (PACC)
For children with life-threatening illnesses, but who have a life expectancy of greater than six (6) months, the primary care provider can submit the Physician Authorization/Recertification form to refer a child to receive PIC:TFK services. This form is submitted to the Area Office PIC Liaison. These services are for members with a life threatening illness that would benefit from specialized palliative care services. Annual Physician Re-Certification will be required. This form, unique to the palliative care program, is in Appendix II.
Upon receipt of the Physician Authorization/Recertification form, the CMS office will process the referral to the PIC:TFK provider for evaluation and potential admission into the program.
The PIC:TFK provider will collaborate with the CMS office on the initial Plan of Care identifying service needs, frequency of service, the family’s goals and the planned interventions.
Although the services provided by the PIC:TFK program do not require authorization, the physician must complete necessary documents in order for the child to be referred and enrolled in the PIC:TFK program.
For Title XIX enrollees PIC:TFK services are billed directly to Medicaid as these services are included in the list of services that are billed outside of the CMS Plan.
For Title XXI enrollees PIC:TFK services are billed to the CMS Plan.
Services provided have specified limitations that can be found in the PIC:TFK Program Guidelines.
3.0.7. Inpatient Hospitalization – including Mental Health and Skilled Nursing Care
All non-emergent inpatient hospitalizations require prior authorization approval.
Services must be medically necessary.
For inpatient mental health needs, CMS will reimburse providers for therapeutic group care during a hospitalization or mental health inpatient or crisis stabilization placement if the setting is not an Institution for Mental Diseases. CMS will also reimburse for services designed for children that are provided in a licensed residential group home setting.
For Title XXI children enrolled in the Behavioral Health Network (BNET) program, please contact the child’s BNET liaison in the local CMS Area Office.
February 2016 Page 13
Children being considered for skilled nursing care (nursing facility services) must have a staffing with the Children’s Multidisciplinary Assessment Team (CMAT) to determine the most appropriate level of care needed, in consideration of medical needs and family request.
See: Hospital services coverage and Limitations Handbook http://portal.flmmis.com/FLPublic/Portals/0/StaticContent/Public/HANDBOOKS/Hospital_Servi
ces_Handbook_December_2011.pdf
Community and Behavior Heath Services Coverage and Limitations Handbook
http://portal.flmmis.com/FLPublic/Portals/0/StaticContent/Public/HANDBOOKS/Community_Be
havioral_HealthHB.pdf
Nursing Facility Services Coverage and Limitations Handbook
http://portal.flmmis.com/FLPublic/Portals/0/StaticContent/Public/HANDBOOKS/CL_06_040701
_Nursing_ver1_0.pdf
3.0.8. Out-of-Network and Out-of-State Providers
Prior authorization is required for ALL non-emergency out-of-network and out-of-state services. Contact the utilization management department listed on the child’s member ID card for any out-of-network service request.
3.0.9. Private Duty Nursing
Requests for private duty nursing must be prior authorized and services may be reimbursable if determined medically necessary. CMS follows the Florida Medicaid Home Health Services Coverage and Limitations Handbook at this location http://portal.flmmis.com/FLPublic/Portals/0/StaticContent/Public/HANDBOOKS/Home_Health_Services_Handbook_March_2013.pdf
For enrollees funded by Title XIX and Title XXI, requests are submitted to the appropriate ICS
For enrollees funded by Title XIX, eQHealth Solutions will partner with CMS to provide care coordination. Recommended private duty nursing requests are submitted to the appropriate ICS for authorization.
During the approval period, if there is a change in the member’s status or a change in hours necessary to care for the member, a new request for authorization must be submitted along with documentation of changes in member’s condition that necessitates the requested change.
3.0.10. Therapy Services (PT, OT, Speech and Respiratory)
Therapy services (physical, occupational, speech/language or respiratory therapy) are generally performed in two phases under one authorization.
o The primary care or specialty physician will submit an order /prescription, along with supporting documentation for evaluation and treatment.
February 2016 Page 14
o The evaluating therapist will perform the initial evaluation and develop a proposed plan of care to include, amount, scope and duration of services, and any other requirements set by Medicaid
o Once the treatment plan is approved and signed by the requesting provider it must be submitted for authorization of services to the appropriate ICS.
Services may be requested up to sixty (60) days in advance. The authorization period for these services may not exceed six months (180 days).
Therapy services included on a child’s Individual Family Support Plan through the Early Steps program does not need a separate authorization request.
3.0.11. Therapeutic Foster Care, Therapeutic Group Home and Crisis Intervention
Coverage for therapeutic foster care, therapeutic group home and crisis intervention require prior authorization.
The authorization forms are attached to this handbook as Appendix IV, Appendix V and Appendix VI. These authorization forms are completed by the behavioral health contracted provider. Supporting document for these services is submitted to the appropriate ICS.
CMS follows the Medicaid guidelines specified in the Specialized Therapeutic Services Coverage and Limitations Handbook. http://portal.flmmis.com/FLPublic/Portals/0/StaticContent/Public/HANDBOOKS/Specialized_Therapeutic_Services_Coverage_and_Limitations_Handbook_Adoption.pdf
Notifications 3.0.12. Emergency Services
Emergency services do not require prior authorization and are to be provided to all members in accordance with state and federal laws.
If an emergency condition is determined to exist, the care, treatment, or surgery for a covered service by a physician that is necessary to relieve or eliminate the emergency medical condition within the service capability of a hospital will be a covered service.
No later than the following business day after an emergency occurrence, the provider is required to notify the utilization management department listed on the child’s member ID card of the member’s demographics, facility name, and admitting diagnosis.
Member’s shall not be sent to the Emergency Department during a primary care provider’s normal office hours for the following:
o routine follow-up care, o follow-up for suture or staple removal, or o non-emergent care.
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The CMS Safety Net program is a limited service package and does not cover emergency services.
3.0.13. Admissions through the Emergency Room – Hospitalizations
Prior authorization is NOT required for emergent admissions. However, by the following business day, the hospital must notify the utilization management department listed on the member’s ID card and provide member demographics, facility name and admitting diagnosis.
Any post-discharge services requiring authorization must be communicated through the normal authorization process described above.
The CMS Safety Net program is a limited service package and does not cover Inpatient hospital care services.
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4.0.1. Appendix I - Special Exemption Form for Title XXI and Title XIX
Request for Children’s Medical Services Coverage of Medically Necessary Non-Covered Services for a Child Under Age 21
Patient Name: ____________________________________________________ Date of Birth: ______________ Medicaid ID: ___________________ This section must be completed by a physician, licensed clinician, or other provider
Requesting Provider Name: _____________________________ National Provider ID: ______________Telephone: ___________ Fax: ___________
Requesting Provider Name______________________________ National Provider ID: ______________Telephone: ___________ Fax: ___________
Provider Type/Specialty: _____________________________________________ This request is for a Product: Procedure: Service:
CPT/HCPCS Code, (if none, please describe): ______________________________ Expected Frequency/Duration of Treatment:
__________________________________________________________________________________________________
Is the request experimental or investigational? _______________________________________________ Yes: No:
(If yes, provide name and protocol)
______________________________________________________________________________________________
Is the request considered to be safe? ____________________________________________________ Yes: No:
(If no, please explain why necessary)
______________________________________________________________________________________________
Is the request proved effective? _________________________________________________________ Yes: No:
(If no, please explain why necessary)
______________________________________________________________________________________________
Is the request furnished in a manner primarily for the convenience of the provider, child, or parent/caregiver? Yes: No:
(If yes, please explain why necessary) __________________________________________________________________________
______________________________________________________________________________________________
Please provide a description of how the requested procedure, product or service will correct or ameliorate the patient’s defect, physical or mental
illness, or condition. (If more space is needed, please attach additional comments)
______________________________________________________________________________________________
______________________________________________________________________________________________
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Requester’s Signature and Credentials: _____________________________________________ License #: ________________ Date: ___________
Please attach all related medical records and evidence-based literature This section must be completed by the Medical Consultant
Comments: Approved: Denied: Duration:
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
Signature: _________________________________________________________________________ Date: ____________
This section must be completed by the Utilization Manager
Program Assigned: _________________________________________ Name/Title: ____________________________________ Date: ___________
CPT/HCPCS Code: ________________________________________ Provider Type: ______________________________ Duration: ____________
Comments: ______________________________________________________________________________________
______________________________________________________________________________________________
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4.0.2. Appendix II Palliative Care Program: Partners In Care: Together for Kids
Forms Include:
Partners in Care Electronic Form
Physician Authorization/Re/Certification Form Forms should be sent to the CMS Area Office PIC/TFK Liaison.
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PARTNERS IN CARE:TOGETHER FOR KIDS (PIC:TFK) FAX REFERRAL
Section 1: Demographics:
Child’s name: SS#: DOB: Gender: M F
School child attends: Grade: ESE: Yes No
Adult living with child: Relationship:
Adult living with child: Relationship:
Parent’s marital status: Legal guardian:
Home address:
Home phone: Work phone: Cell phone:
Siblings living at home DOB/Age School attends
Other involved family members & relationship:
Section 2: Medical and Insurance Information
Primary Diagnosis: Date of onset:
Secondary Diagnosis: Date of onset:
Primary Care MD: Phone:
Address of Primary Care MD:
Other involved MDs, Specialty, and Phone #:
Medicaid Waiver/State Plan Services Form attached: Yes N/A (child has Title XXI)
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Insurance: Medicaid/ Title XIX Title XXI
Current Trajectory of Illness: New (dx within last 3 mo, may/may not be in curative care) Mid-Stage (at least 4 mo
post-dx & on active treatment/intervention) End Stage (4 mo or more post-dx & not responding to a normal course of
treatment/interventions, future options limited)
Suggested Services (Check all that apply): Psychosocial Counseling Palliative Care Nurse Consult/Assessment
Personal Care Respite Pain & Symptom Management Spiritual Counseling
Bereavement Counseling Volunteer Services
CMS staff making referral: Date faxed to PIC:TFK Provider: Phone:
CMS care coordinator (if not same as referring staff): Phone:
Section 3: Disposition of Referral
PIC:TFK provider: Phone:
If more than 1 PIC:TFK provider available, choice made by family: Yes N/A—only 1 PIC:TFK provider available
Date referral completed: Date faxed to PIC:TFK provider:
Date & time referral received: Patient enrolled: Yes—Date: No
Contact Attempt dates: 1 2 3
Reason if not enrolled:
PIC:TFK provider signature: Date: Phone:
February 2016 Page 21
PHYSICIAN AUTHORIZATION/ RE-CERTIFICATION
Instructions:
New patients: This form must be signed by the child’s Children’s Medical Services primary care physician prior to discussing PIC:TFK with a parent/ caregiver.
PIC:TFK enrolled patients: The Child’s primary care physician must sign this form every twelve months (annually).
Please sign the form and fax back the Area Office Children’s Medical Services (CMS).
(Check one)
Initial Certification
Annual Re- Certification
CHILD’S NAME DOB
DIAGNOSIS:
I certify that , a CMS enrolled child is diagnosed with a potentially life limiting
condition.
__________________________
Physician’s Signature
_________________________
Date
February 2016 Page 22
INSTRUCTIONS FOR THE PARTNERS IN CARE: TOGETHER FOR KIDS
PHYSICIAN AUTHORIZATION/ RE- CERTIFICATION
NOTE: The Partners in Care: Together for Kids (PIC:TFK) Physician Authorization/Re-
certification form contains confidential information and should only be used by authorized
personnel as part of the medical and administrative record for the PIC:TFK participant. This
form is designed to obtain written initial authorization and annual re-certification for services
provided by the PIC:TFK provider. This form must be signed prior to inviting the family to
participate in the PIC:TFK program and before Medicaid can be billed for services.
When the form is completed and signed by the primary care physician (PCP) or specialty
physician, it means they have authorized PIC:TFK services and have certified that the child has
a potentially life limiting condition.
A completed and signed authorization/re-certification forms meets the following program Access
Indicators and Performance Measures:
Access Indicator 2
Access Indicator 4
Organizational and Administrative Structure
The CMS staff must enter the fax number prior to sending to the PCP or specialty physician.
A copy of this form must be included in the CMS electronic health record (EHR).
February 2016 Page 23
Appendix III- ICS Coverage Area
February 2016 Page 24
Appendix IV-Authorization Form for Specialized Therapeutic Foster Care
*Form must be completed by the entity determining eligibility for these services*
Authorization For Specialized Therapeutic Foster Care
This is to certify that:
Recipient’s Name: _______________________________________ Date: _______________
Medicaid Number: _______________________________________ Date of Birth:_________
has been screened and recommended by a multidisciplinary team for specialized therapeutic
foster care and has been determined to require the following level of service:
_______ Level I Specialized Therapeutic Foster Care
_______ Level II Specialized Therapeutic Foster Care
These services are to be provided by: _________________________ (provider agency), as
authorized by:
The recipient is eligible for Specialized Therapeutic Foster Care as follows:
_______ The recipient meets eligibility criteria for service.
_______ Multidisciplinary team has determined the child is in need of the service.
____________________________________________________ ______________________
Behavioral Health Medical Director Date
Services will be reviewed and reauthorized by the multidisciplinary team prior to: ____________
Date
Refer to policy in the Florida Medicaid Specialized Therapeutic Services Coverage and
Limitations Handbook for instructions on what must be completed for the specific service.
Copy of form to be placed in recipent’s clinical record at CMS and in the servicing
provider’s clinical record. Medicaid Reimbursement covers only dates of service
authorized on this form.
*Form and supporting documentation must be sent to the ICS for Prior Authorization
after the MDT.
February 2016 Page 25
Appendix V-Authorization Form for Therapeutic Group Care Services
*Form must be completed by the entity determining eligibility for these services*
Authorization for Therapeutic Group Care Services
This is to certify that:
Recipient’s Name: ______________________________________ Date: __________________
Medicaid Number: ______________________________________ Date of Birth: ___________
has been determined by a multidisciplinary team as appropriate for therapeutic group care
placement by a licensed clinical psychologis,t per section 490, Florida Statues (F.S.), or a board
certified psychiatrist in compliance with section 394.4781 or 39.407, F.S., and has an emotional
disturbance or serious emotional disturbance.
These services are to be provided by: ______________________________________________
_________________________________________________ _____________________
Behavioral Health Medical Director Date
Services will be reviewed and reauthorized by the multidisciplinary team prior to: ____________
Date
Refer to policy in the Florida Medicaid Specialized Therapeutic Services Coverage and
Limitations Handbook for instructions on what must be completed for the specific service
Copy of form must be placed in recipient’s CMS clinical record and in the servicing
provider’s clinical record. Medicaid will reimburse services only for the dates of service
authorized on this form.
*Form and supporting documentation must be sent to the ICS for Prior Authorization
after the MDT.
February 2016 Page 26
Appendix VI-Authorization for Crisis Intervention
*Form must be completed by the entity determining eligibility for these services*
Authorization for Crisis Intervention
This is to certify that:
Recipient’s Name: ________________________________________ Date: _______________
Medicaid Number: ________________________________________ Date of Birth: _________
has been screened and recommended for Crisis Intervention by the multidisciplinary team.
This service will be provided by: __________________________ (provider agency) as
authorized by:
The recipient is eligible for Specialized Therapeutic Foster Care as follows:
_____________ The recipient meets eligibility criteria for service.
_____________ Multidisciplinary team has determined the child is in need of the service.
_____________________________________________________ _________________
Behavioral Health Medical Director Date
Services will be authorized by the multidisciplinary team from: __________________________
Date
Services must be reviewed and reauthorized by the multidisciplinary team prior to: __________
Date
Refer to the policy in the Florida Medicaid Specialized Therapeutic Services Coverage and
Limitations Handbook for instructions on what must be completed for the specific service.
Copy of form must be placed in recipient’s CMS clinical record and in the servicing
provider’s clinical record. Medicaid will reimburse services only for the dates of service
authorized on this form.
*Form and supporting documentation must be sent to the ICS for Prior Authorization
after the MDT.